Privacy notice

Who we are

The controller of your data is Monterosa Productions Limited, registered in England and Wales (04716325), 3B, The Plaza (floor 3), 100 Old Hall Street, Liverpool L3 9QJ. Future Fan Panel is a Monterosa product, not a separate company. Fantenna is the Monterosa brand under which we sell fan intelligence to sports, media and entertainment organisations; a Fantenna customer is one of those organisations.

This notice covers the panel. It adds to the Monterosa privacy notice, which covers Monterosa more generally and carries the route for making a complaint. Where the two disagree about the panel, this one applies.

What we collect

Some of it when you sign up, some of it afterwards. Where a field is optional you can leave it blank and still be a member.

• Your email address, to create your account, send you a sign-in link and invite you to surveys. Required.
• Your age bracket, to check you are 18 or over and to match you to a cohort. Required. We do not ask for your date of birth.
• Your country, and your postal area or town, for eligibility and cohort matching. Required. Never your full address.
• A display name, if you want one. Optional.
• Your gender, including free text if you describe it yourself. Optional.
• Your working status, and the occupation of the main earner in your household. Optional. We ask so that we can check the shape of the panel against the population it is meant to represent. Nothing in the product reads these two answers today, no AI is shown them, and they are never sent to a customer.
• Your sporting and cultural interests, and any other profile answers you choose to give, so we can send you surveys that are worth your time. Optional, and skippable.
• The avatar you pick, which is an illustration from a set we drew, and the pseudonymous handle we assign you.
• Your language, region, time zone, preferred contact channel and availability, asked after sign-up. Optional.
• Your survey answers, including free text, and voice notes where you choose to record one instead of typing, and the transcripts we make of them.
• A record of each consent you give or withdraw: what it was for, when, and which version of this notice it was given against. Each record also carries a one-way hash of the internet address the request came from and the description your browser sends of itself, as evidence that the choice was made from a real session. The hash cannot be turned back into an address. It is not used to recognise you, to score you, or to decide anything about you.

We do not ask about your health, your politics, your religion or anything else the law treats as a special category. We take no photograph, no video and no biometric measurement of any kind: there is no face scan and no voice print. We do not ask for a phone number. We do not fingerprint your device, and we do not run any check on your internet address.

Why we are allowed to use it

• Your consent is what we rely on to enrol you, to hold and analyse your answers, to deliver insights drawn from them to Fantenna customers, and to send you marketing email if you asked for it. You give each of those separately and can withdraw any of them at /me/consents.
• Your consent again for answers you give before you have an account. The survey tells you, before the first question, that your answers are stored and used for fan research, and starting the survey is how you agree to that. Withdrawing is telling us to delete the response, which we do.
• Our contract with you, meaning these terms, for the service email we have to send: your sign-in link, and anything we must tell you about your own account.

We do not rely on legitimate interests for anything described in this notice. If we ever need to, we will say so here first.

If you answer a survey without an account

Our surveys are open: you can answer one without registering. We still store what you tell us, so here is exactly what that means.

• We store your answers as you go, from the first section onward, so you can stop and pick up later and so a part-finished survey still counts as research.
• An answer given without an account carries no name, email or phone number. We hold it because you agreed to it on the screen before the first question, not because you have a profile with us.
• If you go on to register, your answers are linked to your member record, and the consents you give at registration govern everything we do beyond research, including anything we send you.
• We keep an unregistered response for up to 24 months, then delete it.
• If you gave us an email address part-way through and never confirmed it, we use it only to send you your membership link and to remind you about it. We delete that address 90 days after you gave it. Your answers stay as research data with nothing left pointing at you.
• You can ask us to delete it sooner. Because there is no account to sign in to, email dpo@monterosa.co from the address you gave us, or tell us which survey you took and roughly when, and we will find it and remove it.

Your handle, and what a customer sees

When you register we give you a handle that stands in for your name. Your answers are analysed to produce summaries, themes, sentiment, cohort-level findings and quotations, and those are the product we sell. A quotation shown to a customer is attributed to your handle and to nothing else: never your name, your contact details, your face or your voice. We hold the link between the handle and you separately, and no customer and no other third party receives it.

When you delete your account we destroy that link, so what remains is pseudonymised research data we hold no means of connecting back to you. We do not call it anonymous, and we would rather not be asked to. Free text and a recorded voice can identify a person with no name attached, and a word we cannot stand behind is worse than a longer one we can.

Where we use AI, and where we do not

• Reading your answers. We use AI models to turn answers into the summaries, themes and findings described above. Our providers are under contract not to train on your data or keep it. They are named on our sub-processors page.
• Turning a voice note into text. A transcription service does this so the words can be read and analysed.
• A short internal note. When someone finishes a survey, a model writes two sentences about the answers for our own staff channel. It is shown coded answers only, never your free text, and it plays no part in whether you are accepted onto the panel or in any payment decision.
• One automated check, on one survey. The survey you fill in to apply to join is checked for three things: whether you reached the end, whether you finished faster than the questions can be read, and whether you picked the same option for nearly every question. Nothing about you is refused by a machine. A positive result puts your application in a queue with the reason written in plain English, and a named member of staff decides. If the check itself fails, you are let in rather than held.
• What we do not do. No AI scores you as a person, no AI decides your membership, and no AI is shown your working status or the occupation of the main earner in your household.

Reports and social media

We may use aggregate findings, and quotations attributed only to your handle, in customer work, in Future Fan Panel reports, on this website and on our social media accounts. We will not publish your real name, your recorded voice, or anything that could identify you, without asking you separately first.

Your rights

• See what we hold, and take it with you. Go to /me/data and press Request export. We log the request, give you a reference, and email you the copy. It is not an instant download: a person puts it together, within 30 days.
• Correct it. Most of it you can edit yourself at /me/profile. Email us for the rest.
• Delete your account. Same page, /me/data. You type a confirmation word and it runs the same erasure our staff run. The page tells you what survives: insights already delivered to a customer, and the minimal record we must keep for tax if we have paid you.
• Change your mind about any consent, individually. /me/consents has a switch for each one and shows you your own history. Turning off consent to take part, or consent for insights to reach customers, closes your account, because those two are what membership is.
• Restrict or object. Email us and we will act on it.
• Complain. To us first, at hello@futurefanpanel.com, and to a regulator whether or not you come to us: the Information Commissioner's Office in the United Kingdom, the Data Protection Commission in Ireland. The Monterosa privacy notice carries the full route.

We answer any of these within 30 days. Or email hello@futurefanpanel.com and we will do any of it for you.

How long we keep it

• Voice recordings: destroyed 60 days after you send them. The transcript remains.
• Transcripts and survey answers: pseudonymised 36 months after submission.
• Account details: while your account is open, and 12 months after you close it.
• Consent records: while your account is open, and 7 years after, as evidence of what you agreed to.
• The hashed address and browser description on a consent record: 12 months, then removed from the record.
• Answers given without an account: up to 24 months, then deleted.

One of these is a promise rather than a timer. We have not needed to delete anything under it yet, because no answer given without an account is 24 months old. When they are, they go.

Cookies

We set five cookies, all of which the panel needs to work:panel_session keeps you signed in,panel_signup_draft remembers how far you got through signing up,panel_survey_progress holds your place in a survey so a reload does not lose your answers,panel_onboarding_draft does the same for onboarding, and panel_consent remembers what you chose if you open cookie preferences from the footer. There is no advertising or tracking on this site, and no cookie here is used to profile you. We do count page views, using Vercel Web Analytics, which sets no cookie and no identifier of any kind, so there is nothing here to opt out of. If that changes we will ask you first.

Our mailing list

Separate from your panel account. You can be on the list without being a member, and a member without being on the list.

• We collect your email address, which list you joined, when, and which page you joined from. Nothing else.
• We use it to send you occasional updates, and for nothing else. We do not use it to build a profile of you or to target advertising.
• Our lawful basis is your consent: you ticked a box or typed your address into a sign-up field. We record the wording you agreed to and the date, so you can ask us what you said yes to.
• Resend send the email on our behalf and hold your address to do it. They are listed on our sub-processors page.
• There are two lists: Fantenna updates, and the Future Fan Panel. Leaving one does not take you off the other, because they are two different things you agreed to separately.
• Every email has an unsubscribe link. One click, no sign-in, nothing to fill in. Your email app's own unsubscribe button works too.
• We keep your address until you unsubscribe. After that we keep a note that you left, so that we do not add you back by mistake.

Sub-processors

We use a small set of vetted vendors to run the panel. The full register, with what each does and where they are, is at /privacy/sub-processors. We only ever give a Fantenna customer pseudonymised insight or aggregate figures, never your raw answers, your recording, your contact details or your identity.

Who can join

You must be 18 or over and live in the United Kingdom or Ireland. We do not run the panel anywhere else, so this notice is written for those two countries and no others.

Changes to this notice

We may update it. If a change matters to you we will tell members by email rather than leave you to find it.

Contact

Anything about this notice, or to use any of the rights above: hello@futurefanpanel.com, or write to us at the registered address above. The Data Protection Officer is dpo@monterosa.co. Monterosa is registered with the UK Information Commissioner's Office, and has an establishment in the European Union: Monterosa Poland, a subsidiary of Monterosa Productions Limited, at ul. Kalwaryjska 33/34, 30-509 Krakow.